The Site Administrator reports directly to the Condominium Manager and is responsible for providing friendly, courteous assistance to owners and trades of the corporation. The Site Administrator is required to work independently with the least amount of supervision. The Site Administrator is expected to develop a good working rapport with owners and trades. A diplomatic professional attitude must always be maintained when dealing with the public and owners of the Corporation.
The successful candidate will have 2+ years of experience in Condominium Property Management, post-secondary education, advanced computer skills and good written and verbal communication skills.
In this role you will:
- Communicate and follow instructions from the Condominium Manager and report to him/her on a daily basis;
- Check e-mails, correspondence, faxes and answer or forward as required and report to the Condominium Manager, seek instructions and feedback on a daily basis;
- Answer and maintain a record of all phone calls and take detailed messages as needed;
- Communicate with the Board of Directors as instructed by the Condominium Manager;
- Greet all clients, visitors (including walk-ins), unit owners, residents/tenants, and contractors to ensure the needs of each person are met;
- Oversee and work in a professional manner with superintendents, cleaners and security officers with the daily affairs of the condominium corporation;
- Assist and record on log sheets all various complaints/concerns and needs of clients on a daily basis;
- Resolve administrative problems and inquiries;
- Prepare written responses to routine enquiries;
- Monitor and maintain office supplies inventories (make orders to Suppliers as needed as per the Property Manager’s instructions);
- Fax, scan and copy various documents as required;
- Compose and process various documents, reports and correspondence to unit owners, residents/tenants, Board of Directors and Contractors as required;
- Maintain soft and hard copies of all correspondence including memos, requests, notices, etc. and keep them filed in an organized manner;
- Update and maintain databases such as: owners’ lists, contract summary, service agreements, site information, liens’ record, contracts, renewal and expiry lists on a daily / weekly basis / as required;
- Book party room for residents as per policy, coordinate with the concierge and cleaning company;
- Obtain quotations and specifications from contractors, coordinate all paperwork and create spreadsheets for comparisons, in preparation for Board meetings as per the Condominium Manager’s instructions;
- Ensure preparation of AGM packages as per instructions of the Condominium Manager;
- Perform periodic site inspections including checking the overall appearance, deficiencies, landscaping, fire equipment, utilities rooms, garbage rooms etc. as per the Condominium Manager’s instructions
Application Process:
Applicants should submit a resume and cover letter outlining how they meet the specific requirements of the position. Duka welcomes diversity in the workplace and encourages applications from all qualified applicants. We are committed to accommodating applicants’ needs in accordance with the Accessbility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code throughout the selection process. Please contact our Human Resources department should you need accommodation.
Interviews will begin as early as suitable candidates are identified. We thank all applicants in advance for their interest; however, only those invited to an interview will be contacted.